State of Kansas Department of Administration

Transcription

1 DA (Special) Rev (KDOT) Position Description State of Kansas Department of Administration DIVISION OF PERSONNEL SERVICES Read each heading carefully before proceeding. Make statements simple, brief, and complete. Be certain the form is signed. Send the original to KDOT Bureau of Personnel Services. CHECK ONE: NEW POSITION EXISTING POSITION Agency # PART I - Position Information 1. Agency Name KS Dept. of Transportation 9. Position Number / K Budget Program Number Employee Name (leave blank if position vacant) 11. Present Civil Service Title / FLSA code (if existing Position position) Accountant II (Unclassified) / Non Exempt/ Division 12. Proposed Civil Service Title Division of Fiscal & Asset Management 4. Section Bureau of Fiscal Services For use by Personnel Office 5. Unit 13. (a) Allocation (b) FLSA code Federal Aid 6. Location (address where employee works) 14. Effective Date City Topeka County Shawnee 7. (Check appropriate items) 15. By Approved Full time X Regular X 100% 16. Audit Date: Part time Temp Date: 8. Regular hours work: (check appropriate time) 17. Position Review Date: FROM: 7:30 AM TO: 4:00 PM Date: PART II -- Organizational Information 18. (a) Briefly describe why this position exists. (What is the purpose, goal or mission of this position?) (b) If this is a request to reallocate a position, briefly describe the reorganization, reassignment of work, new function added by law or other factors which change the duties and responsibilities of the position. (a) This position directs the accounting, reporting, and document processing for reimbursement from governmental entities, reconciling expenditures within KDOT and Federal systems, and reviewing and monitoring balances of Federal funds available to the Department. 19. Who is the supervisor of the position? (Who assigns work, conducts performance reviews, gives directions, answers questions and is directly in charge?) Name Civil Service Title KDOT/SHARP Position Number Pamela Murray-Anderson Accountant V (Unclass) / K a) How much latitude is allowed the employee in completing the work? b) What kinds of instructions, methods and guidelines are given to the employee in this position to help do the work? c) State how and in what detail work assignments are made. a) Consideral latitude with minimal supervision. d) Check the statement which best describes the results of error in action or decision of the employee: (X) Minimal property damage, minor injury and/or minor disruption of the flow of work. ( ) Moderate loss of time, injury, damage and/or adverse impact on health and welfare of others. ( ) Major program failure, major property loss and/or serious injury. ( ) Loss of life and/or disruption of operations of a major agency. Give examples: Errors in accounting for complex projects could result in the loss of federal and local support for the projects. This could result in a negative image of KDOT by our local partners. Page 1 of 5

2 21. Describe the work of this position using this page or one additional page only. Use the following format for describing job duties: What is the action being done (use an action verb)? To whom or what is the action directed (object of action)? Why is the action being done (describe the expected result or outcome)? *How is the action being done (describe the manner, methods, techniques or procedures by which the task is currently performed). For each task state: Who reviews it? How often? What is it reviewed for? Number each task, indicate percent of time and identify each function as essential or marginal by placing an E or M next to the % of time for each task. Essential Functions are the primary job duties for which the position was created (see 18a) and that an employee must be able to perform, with or without reasonable accommodation. A marginal function is a peripheral, incidental or minimal part of the position. No. % E/M E It is expected that the person in this position will provide effective leadership to their assigned work unit. This includes such things as leading by example, effective training, coaching, and providing employee development opportunities. Directing Accounting for Major Construction Projects Tracks and monitors expenditures and receipts for KDOT s complex projects. This position is responsible for researching, interpreting, and monitoring specific project agreements to assure that expenditures and reimbursements are in compliance with the agreement, state and federal laws, rules and regulations. Local participation in these complex projects that involve multiple funding source combinations, requires special monitoring and billing procedures. Because of the complexity of the funding requirements, it is imperative that the individual possess excellent analytical skills to determine the appropriate algorithm which encompasses the funding provisions of each project. The position follows established accounting and billing practices to assure compliance. This process must include a separate accounting for each project, since each funding provision is different. The algorithm must be reviewed on a monthly, quarterly or as needed basis to determine whether or not the local entity owes KDOT, or vice versa. This position must be prepared at all times to present pertinent data to executive management regarding the financial status of each project. This position is also responsible for monitoring the process of these types of projects to ensure that KDOT is closing these projects timely. This function is necessary so that KDOT is in compliance with federal regulations E Reconciling Project Final Accounting The final accounting for projects involving local and/or federal funds includes the following tasks: 1. Reviewing that all is accounted for on a specific project from the beginning of the project until the project is complete. 2. Preparing the preliminary and final statements of costs to local entities to inform participants of financial obligations on a project by project basis based upon interpretation of local agreement and knowledge of state and federal laws, rules and regulations. 3. Preparing the final accounting to Federal Highway Administration (FHWA), which involves: (on a project by project basis) reconciling costs in KDOT's data base (WinCPMS) to insure that costs from individual contracts or agreements have been updated to the proper work phase in the proper amount; reviewing all non-participating expenses for propriety and determining which entity is responsible for the cost; and preparing detailed accounting records which includes compliance with federal regulation to insure that costs have been claimed in accordance with project agreement in the proper participation ratio and in compliance with available federal funds and state policies and procedures. Local entities and the FHWA may participate in work phase costs at different participating ratios that require a reconciliation of these differences. A review will also consist in an analysis of funds received and disbursed on each project. This position also assists with tracking and closing of all federal and locally funded projects. This is necessary for accuracy and accountability to the federal and local agencies E Oversees Grant Accounting Reviews and coordinates activities of the Accountant I position to ensure that selected work activities are performed in a timely manner and are consistent with state and federal rules and regulations. This overview includes selective audit of grant accounting policies and procedures to insure compliance with federal and state laws E Maintain Departmental Accounts Receivable Ledger Posts all KDOT receivables into a tracking spreadsheet and record all payments received to apply proper credit. Monthly, all receivables are reviewed, with past due notices prepared for all outstanding and revised statements are prepared and mailed for any with changes to the amount due. This information must be posted and monitored daily and is used by KDOT management for decision making and financial statistic reports. Page 2 of 5

3 5. 15 E Purchase Orders/SMART Researches specific agreements between KDOT and various entities. Analyze data from agreement to determine type of work being done and the amount of KDOT's participation in the project. Use WinCPMS and CMS to determine the funding scenario. Assign proper Department of Administration and KDOT coding. Monitors the status of the purchase orders so that payments can be made timely E Other Duties as Assigned Prepares special reports and assists in research efforts as required. Serves as a back up to other positions when required due to vacations, illness, or workload. E Must be capable of performing the essential physical functions detailed in Section 28. * The description of how the work is to be performed does not preclude the consideration of reasonable accommodations for qualified persons with disabilities. Page 3 of 5

4 22. a) If work involves leadership, supervisory, or management responsibilities, check the statement which best describes the position. (X) Lead worker assigns, trains, schedules, oversees, or reviews work of others. ( ) Plans, staffs, evaluates, and directs work of employees of a work unit. ( ) Delegates authority to carry out work of a unit to subordinate supervisors or managers. b) List the titles and position numbers of all persons who are supervised directly by the employee on this position. Civil Service Title KDOT / SHARP Position Numbers 23. For what purpose, with whom and how frequently are contacts made with the public, other employees or officials? Daily contact with: 1) Routine office communication with other KDOT employees 2) City/County office staff 3) FHWA 24. What hazards, risks or discomforts exist in the job or work environment? ( ) Frequent exposure to extreme cold/heat wet/humid conditions. ( ) Exposure to mechanical parts such as but not limited to, muffler, exhaust pipes, and other radiant energy equipment. ( ) Exposure to noise, vibrations, fumes, odors, gases, dust and/or poor ventilation. ( ) Works in traffic. ( ) Other: None 25. List machines or equipment used regularly in the work of this position. Indicate the frequency with which they are used. PC Microfilm reader Microfiche reader 10-Key calculater Fax Copier Telephone For more specific information on equipment used regularly please see Section 28. Page 4 of 5

5 PART III -- Education, Experience and Physical Requirements 26. REQUIRED CLASS SKILLS (see class specifications) Minimum Requirements: Two years of experience in professional accounting/auditing work. Education may be substituted for experience as determined relevant by the agency. 27. SPECIAL REQUIREMENTS a) Indicate any license, registration, certification, etc. required for this position: ( ) Professional Civil Engineer License ( ) Engineer in Training Certificate ( ) Survey License ( ) CDL - Employee must attain a Commercial Drivers License with required endorsements or options within 60 days of hire, and maintain it, unless the time is extended by the District Engineer in accordance with SOM (This statement is for Equipment Operator positions.) ( ) CDL - Employee must attain a Commercial Drivers License with required endorsements or options within 60 days of hire and maintain it unless the time is extended or the employee is exempted by the District Engineer, Bureau Chief, or Division Director in accordance with SOM (This statement is for CDL positions other than Equipment Operators.) ( ) Other b) List preferred education or experience that may be used to screen applicants. College degree, 20 semester hours in accounting or business administration, including 6 hours of accounting. One year professional accounting experience. Micro computer experience, computer terminal. 28. ESSENTIAL PHYSICAL FUNCTIONS/DUTIES duties that are fundamental to the position based on the function and the results to be achieved, rather than the manner in which they are being performed. Duties that are directly related to the reason the position exists and cannot be reassigned without changing the nature of the position. All job duty physical demands are essential physical functions of this position and the employee must be able to perform them. Definition of Frequency: Occasional = 1-33% (1 100 reps) Frequent = 34-66% ( reps) Continuous = % (500+ reps) Job Duty Complete computer work / Attend meetings Job Duty Physical Demands/Comments Weight/ Force Frequency Sit - At a seated computer workstation. N/A Continuous Stand - To use printer, fax, scanner, file, etc. N/A Occasional Walk - To access printer, fax, scanner, etc. N/A Occasional Bilateral Hand Coordination - To use computer keyboard and mouse. N/A Continuous Reach, above shoulder - To access binders on shelves over desk (height of 54 ). N/A Occasional Crouch or bend To access files out of bottom file cabinets. To fill copy machine (low drawer). N/A Occasional Lift, floor to waist - To access files out of bottom file cabinets (<5 lbs). To move recycled paper box (self-select weight). 2 lbs Occasional Lift, Waist to shoulder To access/handle largest binder(s) from desktop to shelf above desk. (30 to 54 ). 7 lbs Occasional PART IV -- Signatures Signature of Employee Date Signature of Personnel Official Date Signature of Supervisor Date Signature of Appointing Authority Date Page 5 of 5